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Information in italics is intended to provide guidance while writing documentation and in general should be removed when a doc is at a v.1 stage.
The italics are suggestions to help guide what might go in a particular section. If you feel a section does not apply to the app or feature, please keep the section but just add that it does not apply.
If you feel it makes more sense for your documentation, you can move sections up and down.


The Users app allows for institutions to manage patron information in their FOLIO installation. 

There is a core user record that contains basic contact information along with IDs and other identifiers. 

The record also links to core information for active users, including

  • Patron Blocks 
  • Proxy/Sponsor Information
  • Fees/Fines
  • Loans
  • Requests
  • User Permissions (w/in FOLIO - used only for library staff)
  • Associated Service Points
  • User Notes

All patrons and staff in a library have records in the Users app. There is not a separate app or directory for library staff users. The difference between a library staff user and a patron is that the library staff user record has FOLIO permissions assigned to it.


Describe permissions that apply to the app or section you are outlining. Include default permissions and permission sets; dependencies that exist with permissions in other apps/parts of FOLIO. 
Describe action-based permissions (if any) that apply to the app or section you are outlining, including permission dependencies and associated functional workflows.
Describe what each permission does, in language accessible to non-IT library staff.

Permissions to all apps are assigned through the Users app.

Permissions specifically applicable to the Users app include:

Permission Name in FOLIO GUIWhat the Permission means / does

Users: Can assign and unassign permissions to users

Users: Can assign and unassign service points to users
Users: Can create new user
Users: Can create, edit and remove fees/fines
Users: Can create, edit and remove patron blocks
Users: Can create, edit and remove proxies
Users: Can edit user profileLibrary staff can edit the basic components of a user record.
Users: Can send create/reset password link
Users: Can view permissions assigned to users
Users: Can view proxies assigned to users
Users: Can view service points assigned to users
Users: Can view user profileLibrary staff can view the basic components of a user record.
Users: View requests

See also Settings - Users - for more information about permissions.


Describe out of the box fields, including designed purpose, data requirements and validation, dependencies between fields. 
Describe out of the box accordion menus, including purpose of the menus, customization options, and associated permission controls (if any)
Describe any workflows available through navigation menus, including purpose of the workflow, customization options, and associated permission controls.


Describe pathways for searching in the app/feature through the UI.
Describe fields that are indexed in the back end specifically for searching
Describe any advanced searching features and how they would work.

Basic searching is available through the left-hand menu. 

Filters include:

  • Patron group
  • Active/Inactive Status

Functional workflows

Describe available tasks that can be conducted in the app. To document those tasks, create a new page and link it to this page.
Describe action-based permissions that are connected to these functional workflows, if any.


Describe available in-app reports, including parameters for the reports, and associated permissions.
If there are developed LDP reports/queries for this app / area of FOLIO, describe those reports as well.
List any fields that may not be available in the LDP (e.g., for privacy reasons.)

In-app reports include:

  • Overdue Loans Report
    • available in CSV
    • click on "User Search Results" to open menu to run report

Please add other in-app reports as they are created.

LDP reports for users are in development. How they are used depends on whether the institution stores patron-identifiable data in the LDP.


Describe any APIs that interact with the app. Provide links to the API / module information in Github.
Describe integrations that individual libraries may wish to develop for this app / area of FOLIO, if relevant.
If existing integrations have been developed by adopting libraries, provide links to the integration in Github or wherever the information can be found.

Describe and include any permanent links such as a link structure to records, searches, etc

Associated Github modules:

Most academic institutions will need to build an integration to allow for bulk loading of patron records from their institution's identity management system.

Institutions should share information on integrations that they are building or have built (through Github or other methods) and post the link(s) here.

Considerations for Implementation

Describe decisions or implications that need to be considered when implementing this feature.

Include topics such as order of operations during implementation or affects of implementing in a certain way.

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